Engineering Change
Management (LO-ECH)
HE L P .L OE CHR e l e a s e 4 . 6 C
Copyright
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April 2001 3
Icons
Icon Meaning Caution Example Note Recommendation SyntaxInhalt
Engineering Change Management (LO-ECH)... 9
Changes With and Without History ... 10
Changes With History ... 11
Authorization Objects ... 13
Change Master Record ... 15
Creation of a Profile ... 16
Number Assignment for the Change Master ... 17
Maintaining the Create Initial Screen ... 19
Determination of the Function of a Change Master Record ... 20
Engineering Change Hierarchy... 21
Creating the Change Hierarchy... 24
Displaying the Change Hierarchy... 25
Processing Objects in a Change Hierarchy... 26
Release Procedure Using the Release Key ... 27
Change Process With Release Procedure ... 29
Locking the Change Master Record After Release... 31
Release in a Change Hierarchy... 32
Creating a Late Package... 33
Defining as a Basic Change ... 35
Change Header Data ... 36
Describing a Change Master ... 39
Entering Accompanying Documents ... 40
Entering Business Documents ... 41
Valid-from dates ... 42
Protected Time Period ... 44
Date Shift for the Valid-From Date... 46
Simple Date Shift ... 47
Changed Sequence of Effectivity Periods ... 48
Special Checks for BOMs... 49
Shifting the Valid-From Date... 52
Alternative Dates... 53
Entering an Alternative Date ... 55
Allocating an Alternative Date... 56
Alternative Date Assignment in Object Maintenance ... 58
Undoing the Allocation of an Alternative Date ... 59
Temporary Log for Date Shift... 60
Special Features of Object Types ... 61
User status ... 62
Maintaining the User Status with a Status Network ... 64
Classifications ... 65
Classifying a Change Master ... 66
Object Types ... 67
April 2001 5
Object Management Record and Object Type... 69
History Requirement and Object Type... 70
Valid-From Date and Object Type... 72
Special Features for BOMs... 73
Special Features for Documents ... 74
Special Features for Materials ... 75
Special Features for the Classification System ... 77
Special Features for Variant Configuration ... 78
Object Type Specification ... 79
Object Type Indicators... 81
Maintaining the Object Type Indicators... 83
Object Management Record... 84
Object Overview ... 86
Creating an Object Management Record... 87
Creating an Object Management Record ... 88
Generating an Object Management Record ... 89
Copying a Change Object Using Drag and Drop ... 90
Detail Data of an Object Management Record ... 92
Detail Data... 93
Representation of a BOM Group in a BOM List... 95
Displaying a BOM List... 97
Choosing a BOM List ... 98
Additional Functions for Object Management Records... 100
Deleting an Object Management Record ... 101
Revision Level ... 102
Assigning a Revision Level to a Material... 104
Assigning a Revision Level to a Document... 106
Changing a Revision Level... 108
Enhancements to the SAP Systems in the Area of PLM... 109
Enhancements in Document Management... 112
Enhancements using Customer Exits (Document) ... 113
Finding Recipient Lists (EXIT_SAPLCVV1_001)... 115
Screen: Basic Data for Maintaining Documents ... 116
Screen: Recipient Lists (EXIT_SAPLCVV1_002) ... 117
Determine Original Application File (EXIT_SAPLCVV1_003) ... 120
Document Part and Version (EXIT_SAPLCVV1_004) ... 122
Create Distribution Order (EXIT_SAPLCVV2_001)... 123
Check Part Order (EXIT_SAPLCVV2_002)... 124
Create Initial Order (EXIT_SAPLCVV2_003) ... 125
Determine Context (EXIT_SAPLCVV5_001)... 126
ITS Access (EXIT_SAPLCVVW_001) ... 128
Determining the Application (EXIT_SAPLCVV1_005)... 129
Enhancements using Business Add-Ins (Document) ... 130
Checking Authorization from the Document Management Systems ... 132
Processing of Original Application Files ... 133
General Document Processing (II) ... 136
Status checks... 137
Transport of Original Application Files... 138
Checking the Attributes of the Document Key... 139
Filter for DMS processes ... 140
Enhancements for Internet Scenarios ... 141
Enhancements for Microsoft Office integration... 142
Enhancements using User Exits (Document) ... 143
Enhancements Using Customer Exits (Material Master) ... 145
Enhancements in the Area Engineering Change Management... 147
Enhancements in BOMs ... 149
Enhancements Using Customer Exits (BOMs) ... 150
Enhancements using Business Transaction Events (BOMs) ... 152
Update of a BOM (CS000010)... 153
Enhancements in the Classification System... 154
Enhancements in Variant Configuration... 156
Deleting a Change Master ... 159
Setting the Deletion Indicator ... 160
Maintaining Objects with Reference to a Change Number ... 161
Change Master Record: Example PP-SATST ... 162
Changing a BOM with Reference to a Change Number ... 164
Changing BOM PP-SATST01... 165
Changing Task Lists with Reference to a Change Number ... 167
Changing Routing PP-SATST01... 169
Changing a Document with Reference to a Change Number ... 171
Changing Document PP-SATST... 172
Changing a Material with Reference to a Change Number ... 174
Changing Material PP-SATST01 ... 175
Change Status ... 177
Example: Change Statuses with Date Validity ... 178
Example: Change Statuses with Parameter Effectivity... 180
Development Status... 183
Example: Development Statuses with Date Validity... 184
Example: Development Statuses with Parameter Effectivity ... 187
Displaying Change Information ... 189
Display Options for the Change Master or Engineering Change Request... 191
Displaying a Change Master or Engineering Change Request ... 192
Maintaining the Initial Screen... 193
Displaying the Change Master Header... 194
Displaying Long Text ... 195
Displaying the User Status... 196
Displaying Accompanying Documents... 197
Displaying Classification Data ... 198
Display Parameter Effectivity Data... 199
Displaying Object Type Indicators ... 200
April 2001 7
Displaying Object Management Records ... 202
Displaying All Object Management Records... 203
Displaying Object Management Records for a Specific Object Type... 204
Displaying Detail Data for Object Management Records... 205
Displaying Status Management Data ... 206
Displaying the Status Report ... 207
Information System... 208
Selecting a change number from any field... 210
Saving Selection Variants ... 211
Displaying Change Documents ... 212
Displaying Object Changes... 213
BOM Changes... 214
Task List Changes... 217
Document List... 218
List of Materials ... 219
Change Objects in the Classification System ... 220
Displaying the Master Records of the Change Objects ... 221
Displaying Original Application Files... 222
Change Overview ... 224
Displaying a Change Overview ... 226
Change Notifications ... 227
Change Notification ... 228
Notification Processing (All Notification Categories) ... 229
Processing Notifications Using Worklist... 230
Select and Process Notifications Using Worklist ... 231
Processing Notifications Using Workflow... 235
Action Box ... 236
Activities for Change Notifications ... 239
Status Management for Notifications ... 240
Displaying Status Information ... 241
Document Flow ... 243
Displaying the Document Flow for a Notification ... 245
Automated Processing of Business Transactions Using Engineering Change Requests 246 ECR / ECO ... 247
Change Type Affects Change Process ... 249
Status... 250
Internal System Status for all ECRs and Objects ... 251
System Status for a Change Master Record ... 252
System Statuses for Change Objects ... 253
Setting the System Status... 255
Change Process in the Request Phase ... 256
Change Process in the Order Phase ... 258
User statuses... 259
Status Profile... 260
Setting a User Status ... 262
Workflow ... 263
Example: Processing a BOM ... 265
Tasks ... 266
Approval Using a Digital Signature ... 267
Data for the Engineering Change Request ... 268
Flow of Business Transaction Processing... 269
Creating an Engineering Change Request ... 270
Checking an ECR and Converting it to an ECO ... 271
Changing Objects and Completing Changes ... 273
Changing Object Mgmt Records at a Later Date... 275
Object Management Record... 276
Creating an Object Management Record in an ECR... 277
Changing an Object Management Record in an ECR... 278
Displaying an Object Management Record in an ECR ... 279
Engineering Change Management (LO-ECH)
April 2001 9
Engineering Change Management (LO-ECH)
Definition
Engineering Change Management is a central logistics function that can be used to change various aspects of production basic data (for example, BOMs, task lists, materials, and
documents) with history (with date effectivity) or depending on specific conditions (with parameter effectivity).
A change with history has the following distinctive characteristics:
· It takes effect under precisely defined conditions (precise date or specific effectivity parameter value).
· The changed object is saved twice: in its state before and after the changes. · A change master record or ECR/ECO controls and documents the changes.
Selection Criteria
The selection is recommended if you frequently carry out complex master data changes and want to document the changes.
See also:
Maintaining a Change Master Record [Page 15]
Maintaining Objects with Reference to a Change Number [Page 161] Displaying a Change Master Record [Page 189]
Automated Processing of Business Transactions Using Engineering Change Requests [Page 246]
Changes With and Without History
Changes With and Without History
For technical and commercial reasons, it is necessary to change industrial products from time to time.
Technical reasons for changes include, for example, technical faults that have to be put right and the introduction of new environmental or safety regulations. For commercial reasons, it may be necessary to start using cheaper materials or to change a product to suit customer requirements. In the R/3 System, you can make changes to objects both with and without history.
Changes without history
These are changes that occur during the development phase of a product and that are not documented. The state of the object (for example, bill of material or task list) before the change is not documented. When you change and save data, the old data is overwritten. You can only recall the data that you saved last.
Changes with history
These are changes that may affect further activities in the procedure and should thus be
documented. For example, changing a material could incur a change in the bill of material (BOM) and likewise then the task list and inspection plan.
Within the R/3 System, you can document changes with Engineering Change Management. In the case of specific change objects (such as a material, document, or bill of material),
Engineering Change Management can be used separately for each object.
The following section describes how to make changes using Engineering Change Management.
Changes With History
April 2001 11
Changes With History
You can carry out a change with history with reference to a change master. This means that you can:
· Determine under which conditions the change becomes effective.
You enter an effectivity based on time (valid-from date) in the standard system. You can also make changes irrespective of dates or time. These changes become effective under other conditions (for example, serial number effectivity).
· Reproduce the processing status of a change object in different change statuses.
The change object (for example: bill of material) is stored twice: in its state before and after the change. The new data records that are created when you make a change are saved by the system in the original object.
In the standard system, the state of the object before the change ends with the valid-to date. The state after the change begins with the valid-from date.
Exceptions: - Material
The new data records that are created when you make a change are saved by the system in a change document.
- Document
The system saves the change number in the document info record. Changes to the document info record are saved in change documents.
If you foresee making fundamental changes to the document info record, then you should create a new version with reference to a different change number.
If you define the effectivity using parameters and not the valid-from date, the parameter values determine under which conditions the change becomes effective.
· You can document the changes.
· You can identify particular processing statuses of a material or document by defining revision levels.
· With the help of SAP Business Workflow you can organize and automate related work steps in Engineering Change Management.
· In certain situations, you can use a digital signature to ensure that only authorized employees can make any changes.
Changes With History
1996
Wednesday BOM Itm. 10 Comp. XX from to 12/01/96 12/31/99 BOM Itm. 10 Comp. X from to 05/01/96 12/01/96?
Why? When? Change on 12/01/96 Status after the changeAuthorization Objects
April 2001 13
Authorization Objects
The authorization concept in Engineering Change Management is derived from the general authorization concept of the R/3 System. The general authorization system is described in the System Administration document.
In addition to the authorization concept of the application (such as Bills of Material or Document Management), there is also an authorization concept for Engineering Change Management. The authorization objects for Engineering Change Management are allocated to the Production planning object class.
In the standard system, the following three authorization objects are defined for Engineering Change Management:
· Change master - authorization group (C_AENR_BGR)
· Change management - revision level for material (C_AENR_RV1) · Change management - revision level for document (C_AENR_RV2)
The following tables show, for each of these authorization objects, which fields control the user authorizations for change management.
Authorization Object for Authorization Group
This table shows the authorization object C_AENR_BGR. This object controls, for example, whether a user can create, change, or display change masters. However, there may be certain change masters that you want to make available only to particular groups of users. For this purpose, you can define authorization groups.
Fields of Authorization Object C_AENR_BGR
Fields Possible values Meaning
ACTVT (activity) 0102 03 06 22 73 81 Create Change Display
Delete (change master)
Enter (change number in object) Digital signature
Schedule (change number) BEGRU
(authorizat ion group)
0000 - ZZZZ Used to further restrict the authorizations for the change master (change header).
Authorization Object for Revision Level (Material)
This table shows the authorization object C_AENR_RV1. This object controls whether a user can create or change revision levels for a material.
Authorization Objects
Fields Possible values Meaning ACTVT
(activity) 0102 CreateChange
The authorization system is described in greater detail in the System Administration document.
Authorization Object for Revision Level (Document)
This table shows the authorization object C_AENR_RV2. This object controls whether a user can create or change revision levels for documents.
Fields of Authorization Object C_AENR_RV2 Fields Possible values Meaning ACTVT (activity) 01 02 Create Change
Change Master Record
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Change Master Record
Definition
The change master record is a master record that contains information necessary for the management and control of changes.
The change master record contains data of a descriptive character (such as the reason for the change) and control data (such as effectivity data, object type indicators). Besides this data that the user maintains, there is also data that is automatically updated by the system (management data).
Structure
The most important change master record data is grouped as follows: · Change header (description, effectivity data, status information) · Object type indicators (for example, BOMs, task lists, documents) · Object overviews for the different object types
· Detail screens for the different objects (object management records)
Exactly which data is maintained depends on the function that the change master record adopts in the change process. For example, you do not need to maintain object type indicators for a change master record that has been created with the Leading change master record function.
Integration
In the R/3 System, change master records are identified by a change number. Number Assignment [Page 17] is made according to defined criteria.
In the change process, a change number can identify change master records with the following tasks:
· Simple change master record (with or without release procedure) · ECR / ECO
· Change master record of an engineering change hierarchy - Change leader (Leading change master record) - Change package
Creation of a Profile
Creation of a Profile
Use
The profile for creating a change master record groups together default values and presettings for the change master record.
This data is standard information that is needed repeatedly in a similar form when maintaining change master records. The profile helps you when creating a change master record and makes it easier to manage change data.
Prerequisites
You must have defined the profiles in Customizing for Logistics - General under Engineering Change Management ® Maintain profiles.
Features
You can enter the following default values as change master record data: · Change number status
· Authorization groups · Reasons for change · Status Profile · Object type profiles
You use the object type profile to define which object types can be processed with reference to the change number.
The object type profile is therefore irrelevant to profiles for creating change master records with the Leading change master record (Change leader) function.
Activities
1. Define the profile in Customizing.
2. Enter the profile on the initial screen when you create the change master record.
The system adopts the change master record profile values as default values. You can overwrite these default values in the change master record. Default values for a profile that you overwrite in the change master record are only stored in the change master record and not in the profile.
When an object type profile is assigned to the change master record profile the system also copies the object type indicators that you have set there. If you set the indicator in Customizing for the object type profile Can be overridden you can change the object type indicators in the change master record.
Number Assignment for the Change Master
April 2001 17
Number Assignment for the Change Master
Use
You use this function when you create a change master record.
Features
Depending on your company’s requirements, you can assign either a numeric key or an alphanumeric key.
The SAP System supports two types of number assignment: · Internal number assignment
If you want to assign consecutive numbers that are purely numeric, do not enter a change number when you create a change master. When you save the change master, the system assigns the next available number from the number range defined for change masters. The system displays this number in a message.
In the Customizing for Engineering change management, under Define number ranges, you can check which number has been reached in the internal number range.
· External number assignment
In the standard SAP System, an external number range is defined for (purely numeric) numbers.
If you want to assign an alphanumeric key, you enter an alphanumeric character string.
Please check which special characters you use. The following special characters can be used anywhere within the change number:
"-", "/", "_"
If you use the standard settings for external number assignment, you can enter any alphanumeric key. However, if you want to restrict the external number range for alphanumeric characters, define an additional external number range with the interval you require. You also need to select the NR check for alpha indicator to activate checks on alphanumeric numbers.
Additional Checks for Alphanumeric Change Numbers during External
Number Assignment
If you assign change numbers manually, the system performs the following checks:
· If you enter a purely numeric key, the system always checks whether the key is from a number range defined for external number assignment.
· If you enter an alphanumeric key (for example, K-01), the system only checks the key if this is defined in Customizing. In Customizing for engineering change management, under Set up control data, you can define whether or not the system checks alphanumeric fields as well. To do this, you use the Number range check for alpha fields indicator.
- If you do not select this indicator, the system does not check number ranges for alphanumeric numbers. In this case, you can enter any alphanumeric key.
Number Assignment for the Change Master
- If you select this indicator, the system checks all the external number ranges that are defined for alphanumeric numbers.
For example, you defined an external number range for alphanumeric numbers. The upper and lower limits of the interval are as follows:
From number: AAAAAAAAAAAA To number: CCCCCCCCCCC
The Number range check for alpha indicator is selected. If you enter the number K-01, which is not within the defined number range, you see the following error message:
Change number K-01 not defined for external number assignment The following numbers can be entered: A-23-D, B22, CA45.
Activities
To display an overview of the number ranges and the current number status on the initial screen, click No.range.
You define number ranges in Customizing for Engineering Change Management by choosing Define number ranges.
Maintaining the Create Initial Screen
April 2001 19
Maintaining the Create Initial Screen
1. Choose Logistics ® Central functions ® Engineering change management ® Change master ® Create.
The Create Change Master: Initial Screen appears. 2. Enter an change number.
Do not enter anything if you want the system to assign a number itself. For more information, see Number Assignment for the Change Master Record [Page 17]. 3. Select the type:
- Change master
- Engineering change request (ECR)
To find out about the differences between the two types, see ECR/ECO [Page 247]. 4. Select the change master record's function:
- Without release key - With release key
- Lead. chg. mast. (leading change master record) - Change package
For more information, see Determination of the Function of a Change Master Record [Page 20].
5. If you want to create an engineering change request, select a change type. For more information, see Change Type Affects Change Process [Page 249].
6. If you want to create a change master record with parameter effectivity, enter an effectivity type.
For more information, see Creating a Change Master Record with Parameter Effectivity [Ext.]. If you enter an effectivity type, the system creates a change master record with date validity.
7. If you want to transfer the pre-defined settings from a profile defined in Customizing to the change master record, enter the name of the profile.
For more information, see Creation of a Profile [Page 16].
8. In the Copy from dataset, you can enter the change number of an existing change master in order to copy data (for example, change header data or object type indicators) to the new change master as default values.
Here the system also copies all object management records from the change master record you are using as a reference. Check which object management records you require and delete any superfluous object management records from the new change master record if necessary.
Determination of the Function of a Change Master Record
Determination of the Function of a Change Master
Record
Use
By using the change master record function, you can define how the change process is to be controlled using the change master record. You decide how the release procedure takes place and if the change is controlled with a change hierarchy.
You can maintain both simple change master records (without additional functions) and change master records with special functions in the standard system.
For example, you can organize small changes in a simple process with reference to a simple change master record. Complex changes are more complicated as regards planning, execution, and release. It is usually best to plan complex changes with reference to a change master record that allows a release procedure.
Integration
You can change all objects that are to be processed with engineering change management with reference to a simple change master record (without additional functions).
At the present moment in time, you can process the following objects using additional functions: · All BOM categories
· Task list types: - Routings
- Reference operation sets · Characteristics
· Characteristics of class · Classification
Prerequisites
You can activate the release procedure in Customizing for Logistics - General under Engineering Change Management ® Set up control data.
Features
If you have activated the release procedure, you can choose between the following functions: · Engineering Change Hierarchy [Page 21]
Engineering Change Hierarchy
April 2001 21
Engineering Change Hierarchy
Use
The change hierarchy enables you to make complex changes to several objects with reference to several change numbers and group these complementary changes together for management purposes. The many different change objects can be structured in a clear and transparent way from different views (for example, organizational and functional) in the change hierarchy.
Integration
At the present moment in time, you can process the following objects using a change hiearchy: · All BOM categories
· Task list types: - Routings
- Reference operation sets · Characteristics
· Characteristics of class · Classification
Prerequisites
You must activate the release procedure in Customizing for Logistics - General under
Engineering Change Management ® Set up control data. Set the Release active indicator in the Effectivity data set.
Features
Structure
Change master records with the functions Change leader and Change package form a single-level change hierarchy. They fulfil the following functions:
· Change leaders (Leading change master records)
The leading change master record (change leader) is the superior change master record in a change hierarchy. It groups several change numbers (change packages) together. The following information is maintained in the leading change master record:
– Determination of the effectivity of a change (for example, valid-from date) - Release procedure
The release key controls which areas the changes that are made with reference to the allocated change numbers (change packages) are released for.
- Deletion flag (global)
You can only set this deletion flag if the deletion flag is set for all the allocated change packages.
Engineering Change Hierarchy · Change packages
The change package is the inferior change master record in a change hierarchy. All the change packages are allocated to a change leader. The object changes in a change hierarchy are with reference to the change packages.
Change packages can be formed from different points of view. For example, from an organizational point of view, the change package would just contain the objects from the product structure that are controlled by mechanical engineering (material, BOM,
engineering/design drawing, and so on). A change package from a functional point of view would contain the objects that form a logical unit in the product structure, for example, material, BOM, document, routing for a gearbox.
The following information is maintained in the chnage package:
- Choice of change objects (object management records), for example BOMs - Control of the processing procedure using system status and user status, where
appropriate
- Control of the processing procedure using SAP Business Workflow - Deletion flag (local)
This deletion flag is only relevant to one individual object. You can only set a deletion flag for the change leader if the deletion flag is set for all the allocated change packages.
You can only include an ECR / ECO in an engineering change hierarchy if you use the Change package function because you can only enter the change objects for a change package.
Graphical Representation
The following graphic shows the relationship between change leader, change packages and change objects.
Engineering Change Hierarchy April 2001 23 Change leader Objects Change packages
Releasing Changes
Changes that are made with reference to a change hierarchy have to be released using a Release Procedure [Page 27]
Display
Creating the Change Hierarchy
Creating the Change Hierarchy
Verwendung
You can control a complex change involving several change objects by using a Change Hierarchy [Page 21].
Prerequisites
You must activate the release procedure in Customizing for Logistics - General under Engineering Change Management ® Set up control data. Set the Release active indicator.
Procedure
1. Create a change master record.
- Choose the leading change master record / change leader function on the initial screen. - Enter the required data on the Change header screen, for example values for the
effectivity and the release key. Save the change leader.
2. Create another change master record.
- Choose the change package on the initial screen.
- Enter the required data on the Change header screen, for example the change leader that the change package is to be allocated to.
- Enter the object type indicators.
- Go to the object overview. Enter the objects that are relevant to the change (for example, BOMs).
Save the change package. If required, enter further change packages for the same change leader and allocate other change objects to them.
Result
You have created a change hierarchy consisting of a superior leading change master record and several change packages. All the changes that you make with reference to the different
Displaying the Change Hierarchy
April 2001 25
Displaying the Change Hierarchy
Prerequisites
You have created a change hierarchy with a change leader that has one or more than one change packages allocated to it.
Procedure
1. Choose Logistics ® Central functions ® Engineering Change Management ® Value Assignment ® Change Hierarchy.
The Change hierarchy screen appears.
2. Enter the data for the datasets Main selection and Selection according to date. You limit the choice of leading change master record with this data.
3.
4. In the Further data dataset, you can define the scope of the data that is to be displayed. You can decide whether the object management records that have been allocated to the change packages should also be displayed.
5. Click .
The Change hierarchy screen appears. The hit list of the change numbers that meet your selection criteria appears.
You can also display a change hierarchy using the Product Structure Browser [Ext.].
Result
The change hierarchy is displayed in the form of a tree structure. There is a separate explosion path for each change hierarchy:
· The leading change master record is the root object on the uppermost level of the path. · Change leaders that have at least one change package allocated to them are displayed with
a + next to them in the tree structure.
You can expand this part of the structure. A list of all the allocated change packages appears.
· The further display of the tree structure depends on the settings for the scope of the data to be displayed (initial screen). If the object management records should also be displayed, all the change packages that have object management records are shown with the + sign next to them.
You can expand this part of the structure. A list of all the allocated object management records appears.
You can display the change master records and save the change hierarchy list in different formats (for example, Rich Text Format).
Processing Objects in a Change Hierarchy
Processing Objects in a Change Hierarchy
Prerequisites
You have maintained change master records with the following functions: Change leader and change package.
See: Engineering Change Hierarchy [Page 21]
Procedure
1. Process the objects (for example, BOMs) with reference to the change numbers of the change packages. Save your change.
2. If you feel it is necessary, check the changes again after you have made all the object changes with reference to the change packages. At this processing stage, the changes are not yet released in the adjoining work areas (for example, production).
You can simulate a change that has not yet been released as released. See: Simulating a Change Status as Released [Ext.].
3. Release the changes in the change leader. On the Change Header screen, choose a release key that is defined as Released globally.
Result
The changes are taken into account in operative work areas after they have been released globally (release key) in the change leader.
Release Procedure Using the Release Key
April 2001 27
Release Procedure Using the Release Key
Use
The procedure for releasing object changes in the operative areas (for example, planning, production) is controlled by the change master record release key.
· Change statuses of objects that have have been changed with a change master record that has not been released are not taken into account by the operative areas.
· Change statuses of objects that have have been changed with a change master record that has been released are taken into account by the operative areas. This ensures that the changes made to the objects become effective in the operative areas as one logical unit. For example, you cannot then have the case of drawings and routings not fitting together.
This regulated release procedure ensures that the changes are activated in the operative areas in a controlled, step-by-step way.
Integration
You control the release procedure by using a release key. You define the release key with the Release active indicator in Customizing for Engineering Change Management. You select the release key in the change master record (change header).
Prerequisites
You must perform the following activities in Customizing for Logistics - General ® Engineering Change Management.
· Activate the release procedure under Set up control data.
· Define the release keys for the release procedure under Define release keys.
Features
You decide whether you want to create a change master record with or without a release key on the initial screen (for creating a change master record).
· Without release key
No release procedure takes place. The changes are released automatically for the operative areas.
· With release key
You can define the release key in Customizing so that the release only affects certain areas of your company. You can also use the release key to determine whether Order Change Management (OCM) processes are started automatically.
Using the Release Key to Control the Release Procedure
Release for Enterprise AreasThe release procedure is designed in such a way so that you can release changes either globally for all operative areas, or release them for a specific area or areas (for example, costing,
Release Procedure Using the Release Key
been released for planning and production, but must be used for preliminary costing, the Released for costing indicator is set in the appropriate change master record. You can perform the release for other (or all) areas at a later date.
· As long as you are making object changes, you must choose a release key that has not been defined as released. You should not choose a release key that is defined as released until you have finished making the object changes and you want them to be taken into account in the adjoining work areas.
· You can also simulate the changes for production so that you can check new
developments or changes for production in simulation orders. For example, you receive information earlier for your simulation telling you whether all the changed data (for example, BOM, routing, document) fits together.
Making Changes Later
Planned changes cannot always be implemented, for example, when sales orders or projects that are affected by a change have already been planned in production and converted to production orders. However, you can adapt production orders that are already being used in production to the changed product structure by using the Order Change Management (OCM) tool.
You can initiate the changes, for example a design change, by using a change request. Releasing a change in the design or performing a date shift automatically starts the OCM process.
Change Process With Release Procedure
April 2001 29
Change Process With Release Procedure
Purpose
You can control and activate complex object changes step-by-step for operative areas using a regulated release procedure.
Prerequisites
You performed the following activities in Customizing for Logistics - General ® Engineering Change Management.
· You have activated the release procedure under Set up control data.
· You have defined the release keys for the release procedure under Define release keys.
Process Flow
1. Create a change number.
a. Choose Logistics ® Central functions ® Engineering Change Management ® Change master ® Create.
You see the Create Change Master: Initial Screen.
b. Enter the required data. In the Function dataset, choose the function you require (for example, With release key).
c. Confirm your entries.
The Change Header screen appears.
d. Maintain the data that is required for the function you selected.
Select a release key for the duration of the object changes. The key must not support release for operative processes.
e. Enter further required data, for example object type indicators. f. Save the change master record.
2. Process the change objects (for example, BOMs) with reference to the chosen change number.
Save your changes.
At this processing stage, the changed object data is not yet taken into account in the operative areas because the changes have not yet been released in the change master record.
In this processing situation you can simulate the changes as being effective.
3. After you have finished making the object change, and you want the change to be taken into account in adjoining processes (for example, costing, requirements planning, and
Change Process With Release Procedure
a. Choose Logistics ® Central functions ® Engineering change management ® Change master ® Change.
b. On the Change Header screen, choose a release key for your chosen area or one that is defined for the required processes (costing, requirements planning, production) as Released globally.
For a change hierarchy, you define the release key in the change leader. c. Save the change master record.
Locking the Change Master Record After Release
April 2001 31
Locking the Change Master Record After Release
Use
You can release changes that you make with reference to a change number for specific
enterprise areas by using a release key. You can lock a change master record that the changes have been released for against any other changes.
You can only process the following objects when you have set the lock: · Release key
· Deletion flag
Prerequisites
You have set a release key for the change master record that releases the changes for at least one of the following areas:
· Global release (all areas) · Release for costing · Release for planning · Release for production
You have set at least one of the Lock change number (using release key) indicators under Set up control data in Customizing for Engineering Change Management.
Procedure
1. In Customizing for Engineering Change Management, under Set up control data, set the Lock change number (using release key) for the area that the change master record should be locked for when you perform the release, for example, Release for costing. 2. Change the release key in the change master record.
If you set a release key with an indicator that causes the change master record to be locked, the system immediately locks all data against any other changes.
For example, if you set release key 04 (Release for costing), the change master record is locked on the basis of your settings in Customizing.
Result
You can only change the release key and the deletion flag. If you want to make any other changes to the change master record, you must first set a release key that does not support a lock.
Release in a Change Hierarchy
Release in a Change Hierarchy
Use
You can use a Release Key [Page 27] to control the release of objects in a Change Hierarchy [Page 21]. This ensures that all the objects involved in this complex change become effective as a logical unit in the operative areas.
Integration
In a change hierarchy, the object changes are with reference to the change packages. The release of all the changes that were made with reference to the change packages is by means of the release key in the superior change leader that they are allocated to.
Features
You can release the changes in a leading change master record either by using a release key or by using the Technical release function.
Release key
The release key is a required entry in the leading change master record. · Change leader (Leading change master record)
All the changes in a change hierarchy are released by the release key in the leading change master record.
· Change packages
You release object changes that are made with reference to change packages with the release key in the leading change master record. After releasing the changes in the leading change master record, they are taken into account in the operative areas.
Technical Release
The Technical release indicator helps to control the completeness of changes in the change hierarchy.
In the standard system, you can only perform a technical release for a leading change master record if all its change packages have been technically released. You release the change leader or the packages technically by using the Technical release function. The system then
automatically sets the Change package released technically indicator in the change header of the leading change master record or the change package. The changes are then released, for example, for production or globally, depending on your settings.
You cannot withdraw the technical release. However, if you make special settings for Late Packages [Page 33], you can make changes to the change leader even after you have released it.
Creating a Late Package
April 2001 33
Creating a Late Package
Use
In the standard system, the change packages are allocated to a change leader before it has been released for production or globally. Under certain circumstances, however, the change also affects other objects and these should then also be included in the change hierarchy for organizational reasons, for example.
You can allocate another package to a leading change master record that the changes have already been released for. We call these packages that you allocate to a leading change master record after it has been released, late packages.
Prerequisites
You must allow late packages for your company in Customizing for Logistics - General ® Engineering Change Management. Set the Late packages allowed indicator under Set up control data.
Features
You can perform the following functions if you allow late packages:
· Release change leaders even if all its packages have not been released The system:
- releases the change leader and sets the Technical release indicator - indicates the package that has not been released as a late package
You can process other change objects with reference to this late package. · Create a change package for a change leader that has been released
The system:
- copies the data it requires (for example, effectivity data) from the leading change master record
- indicates the package that you have created as a late package
You can process other change objects with reference to this late package.
Releasing a Leading Change Master Record
You must release the change leader, for example, even if all the changes are not complete but you want the released changes to take effect in the operative areas (planning, production). If you want to release a leading change master record that has packages allocated to it that have not yet been released, proceed as follows:
1. Change the leading change master record that you want to release. 2. Choose Edit ® Technical release from the menu in the change header.
Creating a Late Package
3. Confirm this warning. After you save, the change leader is released. You can still process other change objects with reference to the late package.
Creating a Change Package for a Change Leader that has been
Released
You must create a change package for a change leader that has been released, for example, if changes that you made have already been released for the operative areas using the change leader, but you want to make some more changes to one or more objects.
If you want to allocate a change package to a change leader that has already been technically released, proceed as follows:
1. Create a change master record using the Change package function. 2. Allocate this package to the change leader that has already been released.
You receive a warning that the leading change master record has already been released. 3. Confirm this warning.
4. You can enter all the data required for the change package, for example setting object type indicators.
Defining as a Basic Change
April 2001 35
Defining as a Basic Change
Use
If you want a change status to be generally accepted as effective, even if other changes exist for other effectivity periods, you can define the changes as always effective for a specific change number. This could be useful for a routing, for example, if one machine has been replaced by another and you only want the routing that takes the new machine into account to be selected.
Integration
Defining a change status as a basic change is only supported for leading change master records. You can define a basic change in the leading change master record using the Define basic change function and this includes all the changes from all the assigned change packages.
Prerequisites
In Customizing Logistics General ® Engineering Change Management you have set the Assign alternative date indicator in Setup control data.
Additionally the following prerequisites must also filled: · The leading change master record
- has been maintained with a date effectivity (valid-from date) - has been released for production
· All the allocated change packages have been released technically.
Features
The following rules apply when you define a change as a basic change: · The change master record is effective
- without any time limits (always) - without any status restrictions
· You cannot create any Late packages [Page 33] for the leading change master record, even if the Late package indicator is set.
· You cannot withdraw a basic change.
Activities
4. Change the leading change master record that the changes are to be defined as basic changes for.
5. Choose Define basic change from the menu in the change header.
You see a warning telling you that you cannot withdraw the definition as a basic change. 6. Confirm the warning and save the change master record.
Change Header Data
Change Header Data
The change header contains both fields that define and describe the change and administrative data on the change master. The administrative data is updated by the system.
This data is maintained in the following data blocks: · Description of the change number
- Short text for the Change number (obligatory)
In this field, you describe the change made with this change number. When also have entered a long text the system displays the icon next to the short text.
See also: Describing a Change Master Record [Page 39] and Creating Accompanying Documents [Page 40]
- Function
This field is only displayed if you have activated the release procedure in Customizing.
The system displays the short text for the chosen function, for example Engineering change order with release key.
- Validity from or Validity date, or Effectivity · Valid-from dates
In the standard SAP System, commencement of effectivity is controlled by the Valid-from date. This is the date when the changes for all objects take effect. If certain requirements are met, the date can be shifted. For some change objects, you can replace this general valid-from date with an object-specific alternative date.
See also: Valid from date [Page 42] · Effectivity
The function Effectivity is active when the change master record contains parameter effectivity.
See also: Working with Parameter Effectivity [Ext.] - Rank
This field can only be maintained when the change master record has parameter effectivity.
See also: Rank for the Same Effectivity Type [Ext.] - Authorization group for the change master record
If you enter an authorization group, only the users who have this authorization value in their user profile can maintain this change master record.
The authorization group is part of the Authorization group for the change master record authorization object.
See also: Authorization Objects [Page 13] - Reasons for change
Change Header Data
April 2001 37
You can enter a reason for change for all objects (for example BOMs).
You can add information about individual changes in the object management record. You can also maintain a long text for the object-specific description.
· Status information · Status of a change number
This shows the actual processing status of the change number. The status determines whether objects (for example, BOMs, task lists) can be changed with reference to the change number and whether a date shift can take place.
You define the status in Customizing for Engineering Change Management, step Define status for change master record.
- Release key
This field is only active if you have chosen a function with a release procedure.
See also: Release Process using the Release Key [Page 27] - Deletion flags
Use this indicator to if you want the change master record to be deleted in the next archiving session.
You cannot enter any change objects or process any objects with reference to the change number when this indicator is set.
· Legal overlap period
This data is only relevant to the dangerous goods object type. - Date when the legal regulation takes effect
- Date when the legal overlap period expires. · Administrative data
This data is generated by the system. This data tells you when and by which user the change master record was created and last changed.
You can maintain further data in the change header after completing additional functions. · Accompanying documents
If you want to enter detailed documentation on the reason for change, you can use the Document Management functions. To do this, you have to assign one or several document info records to the change header as accompanying documents.
See also: Creating Accompanying Documents [Page 40] · User status
This field will not be displayed until you have defined a status profile. Defining a status profile allows a change master record to run through a company-specific status network. You define status profiles by choosing Define status profiles in Customizing for
Engineering Change Management ®Define status profile.
Describing a Change Master
April 2001 39
Describing a Change Master
You describe the change master record on the Change header screen: To describe a change master record, proceed as follows:
1. Enter a short text that applies to all the objects that can be changed with reference to this change number (for example, bill of material, document, or task list).
2. If you want to enter a description that is longer than 40 characters, use the long text function.
To do this, choose Extras ® Chg header long text. Save your text. Next to the short text, you see an icon for accessing the long text.
3. Enter the Reason for change, which applies to all objects.
If object management records are supported for the individual change objects (for example, document AD-01 DRW 001 01) of an object type (such as document), you can store specific information on the reason for changing these objects in the object-related management record. It is possible to enter object-specific long texts.
Entering Accompanying Documents
Entering Accompanying Documents
You can maintain any type of accompanying document for a change master record.
Accompanying documents can take the form of a detailed documentation of the change or just contain supplementary data on the change.
These documents have a master record (document info record) and you can maintain them with the Document Management (DMS) functions.
From these documents, you can, for example, start workstation applications (such as Microsoft Word or CAD programs) or maintain comprehensive documentation (such as text files or drawings).
Accompanying documents are linked to the change header. This is why you call the related functions from the Change header screen.
To enter accompanying documents:
1. Assign one or more document info records to the change master as accompanying documents, as required.
To do this, choose Extras ® Accompanying docs You see a dialog box, in which you can enter documents.
– If you do not know the data of the document info record, you can search for the document directly from the processing functions for the change master (choose Find document).
– You can display original application files (such as text files or drawings) directly from the change master (choose Display originals).
2. In the dialog box containing the allocated document info records, you also see the document statuses. If a document is part of a document hierarchy, you see an indicator next to the Hierarchy (Hr) field.
3. To display the basic data of a document info record, double-click on its key field. 4. If several documents are assigned to your change master, you can restrict the list to
Entering Business Documents
April 2001 41
Entering Business Documents
Use
You use Business Documents for the change documentation. The Business Document Service offers general and easily integrated document management functionality for various SAP applications. Business Documents are managed via the SAP ArchiveLink.
Procedure
You enter Business Documents as follows: You are in the change header.
1. Select Extras ® Business Document.
The Business Document Navigator [Ext.] appears. This user interface offers simple document management functions such as displaying, creating and deleting documents. Detailed documentation on the Business Document Navigator can be found in the SAP library under Basis ® Basis Services / Communications Interfaces (BC-SRV) ® Business Document Service (BC-SRV-BDS).
2. In the Business Document Navigator create one or more Business Documents. 3. Click on to go back to the change master record.
Valid-from dates
Valid-from dates
Use
In the standard system, the effectivity of an object change is defined solely by the valid from date. The valid-from date specifies the time the change becomes effective from for all the allocated change objects. You can also define a special valid-from date (alternative date) for individual objects.
When choosing the valid-from date, you should account for the effectivity of the change objects that are to be processed with this change number.
Integration
When you change an object (for example, a bill of material) with reference to a change number, the system verifies if the object (for example, the bill of material) is effective from the valid-from date.
When you create the different change objects (without reference to a change number), the system sets different commencement dates for the effectivity, depending on the object or how you create it (for example, whether you create a material immediately or whether you schedule it).
Commencement of the validity when creating change objects (without change number) Change object Commencement of
effectivity
BOMs Key date
Routings Key date
Documents No limitations
Create ® Immediately No limitations Materials
Create ® Schedule Key date Classification system
objects No limitations
Substances Key date
Phases Key date
Examples:
Object in the Classification System
There is no limitation on the valid-from date for an existing object (for example, characteristic) in the classification system.
If you create a characteristic on May 10th 1997, you can edit it with reference to a change number with a valid-from date set for January 1st 1997.
Material BOM
Valid-from dates
April 2001 43
If you create the material BOM on May 10th 1997, it is effective from this date. You cannot edit it with reference to a change number with a valid-from date set for January 1st 1997.
Features
Entering the valid-from date
You can maintain the valid-from date at various processing stages, depending on the Create function you use.
· If you are creating a simple change master record you must enter a valid-from date immediately in the change master header.
· If you are creating an engineering change request you do not have to enter a valid-from date immediately. You can still enter and check the change objects without a valid-from date. You do not have to enter a valid-from date until you want to change the engineering change request to an engineering change order.
See also:
ECR / ECO [Page 247]
Changing the Valid-From Date
You can change the valid-from date. In the change header, this is only possible as long as no changes to objects have been made with reference to the change number. As soon as an object has been changed, the field is no longer ready for input. In this case, you must carry out a date shift.
See also:
Protected Time Period [Page 44]
Date Shift for the Valid-From Date [Page 46] Shifting the Valid-From Date [Page 52] Date elements [Page 53]
Protected Time Period
Protected Time Period
In Customizing for Engineering Change Management, under Set up control data, you can define a time frame for additional date checks in the Date shift dataset. You define a protected time period that is checked in the following processing situations:
· Change master record maintenance - Entering the valid-from date - Entering an alternative date
- Shifting the valid-from date or an alternative date
- Allocating an alternative date to a change object or deleting the allocation
· Processing a change object with reference to a change number with a valid-from date in the protected time period
- Changing a change object (for example, BOM or task list) - Assigning or changing a revision level
For this date check, you can specify whether a warning message or an error message is displayed when you try to perform these functions within the protected time period. For example, you can specify that changes in the past are not allowed. Process flows for Materials Requirements Planning (MRP) may be relevant to the change. If materials have to be replaced by new materials, the replenishment lead time must be taken into account when you change the BOM.
Calculating the Protected Time Period
The baseline date for the check is the current date. The system calculates the warning or error time (in calendar days) either forwards or backwrds in time from the current date. The protected time period covers the key date calculated and all dates before this date.
· Warning time in days
You can process objects in this time period but you receive a warning message to remind you that the change objects need checking.
· Error time in days
You are not allowed to process objects in this time period.
If you enter a negative value (for example, 10-), the system calculates the protected time period from the current date backwards.
Example: Calculating the Protected Time Period (Warning)
Suppose you want to perform a date shift on the valid-from date of a change master record. The following settings are defined in Customizing:
Customizing System Checks
Protected Time Period
April 2001 45
Warning time: 10 calendar days Protected time period: 10.20.97 and the days before it If you attempt to shift the valid-from date of your change master record to October 15, 1997, a warning message appears because October 15, 1997 is in the protected time period. If you confirm the warning message, you can shift the date to October 15, 1997.
If you have an Error time in days of 10 days instead, the earliest date you can shift the valid-from date to is October 21, 1997.
Date Shift for the Valid-From Date
Date Shift for the Valid-From Date
Using the date shift function, you can shift the valid-from date of a change master even if changes to objects (bills of material, task lists, or classification system objects) have already been made.
The system checks the control data settings in Customizing.
See also:
Protected Time Period [Page 44]
Whenever you shift the valid-from date, the system recalculates the valid-to date for each effectivity period.
· You cannot shift the valid-from date if the consistency of the following change objects is not ensured:
- BOM - Routing
- Object in the classification system (for example, characteristic) - Material or phrase
In this case, the system creates a temporary protocol that lists the change objects that prevent a date shift.
Example of Inconsistency:
A BOM header, for example with the change number N1, valid-from date May 12th 1997, has been changed.
You are editing another change number (for example, N2). The same BOM has been entered as the change object for this change number. You want to apply a date shift and have chosen the valid-from date of change number N1 as your new date.
You can receive a warning for a BOM item in the same processing situation.
· Using the authorization object C_AENR_BGR (change master authorization group), you can define the users who are allowed to shift the valid-from date. When you do this, the system checks activity 81 - Schedule.
Authorization Objects [Page 13]
See also:
Simple Date Shift [Page 47]
Date Shift Changes Sequence of Effectivity Periods [Page 48] Special Checks for BOMs [Page 49]
